1

Vision and Scope

Of
Online Reservation System
Version 1.0

Prepared
By
Abubakar Mohamed
(0399/10)

Engineering and Techonology

Department of software Engineering

3 March 2021

Table of Contents
1. Business Requirements..........................................................................................................................................4
1.1. Background.......................................................................................................................................................4
1.2. Business Opportunity.......................................................................................................................................4
1.3. Business Objectives and Success Criteria........................................................................................................5
1.4. Customer or Market Needs...............................................................................................................................6
1.5. Business Risks..................................................................................................................................................6
 2

2. Vision of the Solution.............................................................................................................................................7

2.1. Vision Statement..............................................................................................................................................7
2.2. Major Features..................................................................................................................................................7
2.3. Assumptions and Dependencies.......................................................................................................................8
3. Scope and Limitations............................................................................................................................................8
3.1. Scope of Initial Release....................................................................................................................................9
3.2. Scope of Subsequent Releases..........................................................................................................................9
3.3. Limitations and Exclusions..............................................................................................................................9
4. Business Context.....................................................................................................................................................9
4.1. Stakeholder Profiles........................................................................................................................................10
4.2. Project Priorities.............................................................................................................................................11
4.3. Operating Environment..................................................................................................................................11
5. Project management..............................................................................................................................................11

Revision History

Name Date Reason For Changes Version

 3

1. Business Requirements
Magnificent Marketing is a marketing firm that is looking to replace their current paper

audio-visual check out system with a new web based application that will be able to inform the

employees what equipment is available for check out, and when equipment is due to be returned.

1.1. Background
Magnificent Marketing currently employs 100 people who may need to utilize several

types of audio-visual equipment to complete projects. Some examples of audio visual equipment

that are in use at Magnificent Marketing are audio recorders, video cameras, projectors, laptops,

and digital cameras. The audio visual equipment is quite expensive and it is too cost prohibitive

for Magnificent Marketing to purchase duplicate equipment for each employee when it would

not be utilized at all times. Since every employee does not use the same equipment at any given

time Magnificent Marketing purchased small quantities of equipment that the employees could

check out when they needed to. The current system that is in use requires employees to fill out a

form requesting the audio visual equipment that they would like to use and submit it to the

inventory clerk. Once the inventory clerk looks through the storage area he will let the requestor
 4

know whether or not the equipment they requested is available. If the equipment is available the

inventory clerk lets the requestor take the equipment, if the equipment is not available the

requestor has to keep checking in until something becomes available.

1.2. Business Opportunity

Magnificent Marketing realizes that an audio-visual equipment check out is needed due

the expense of the equipment, but the current system is not efficient which can lead to delays in

completing projects for customers and that could result in lost profits if Magnificent Marketing

develops a reputation for not meeting customer deadlines. Magnificent Marketing wants the

opposite results in that they want customers to utilize their services because they can complete

projects on time. For this goal to be obtained Magnificent Marketing wants to eliminate the lost

time and productivity that results when employees have to fill out request forms, have to deliver

the forms to the inventory clerk, have to wait for the clerk to see if the equipment is available, or

worse yet, wait for the needed piece of equipment to become available for use. The time that is

spent completing all of the above tasks must be reduced because the costs associated with the

lost productivity will eventually cut into Magnificent Marketing s bottom line. Magnificent

Marketing believes that implementing a web based check out application is the first step towards

making the business even more efficient and profitable.

1.3. Business Objectives and Success Criteria

The main business objectives are this product will provide a tracking and inventory system

for Magnificent Marketing. This product will be reliable, secure and scalable for future growth

and business needs. Success of this product will be measured by the:

- Ease of use for employees using the system

 5

- Time spent reserving equipment

- Ease of updating database

After minimal training, employees should be able to use the system efficiently and effectively.

The system will become a longtime investment for Magnificent Marketing reducing the wasted

time it took with the paper tracking system, repetitive tasks which added up in the long run

especially when the employee finds out the equipment was not available:

o Clerks time looking for equipment o

Employees time filling multiple forms o

Employees time going back and forth to

the inventory room

1.4. Customer or Market Needs

This product will eliminate confusion and delays in delivering final products to

Magnificent Marketing s customers. By effectively tracking and assigning available equipment,

projects can be brought to their completion more efficiently, leading to higher customer

satisfaction. The product should be able to run on low end workstations for the end users and

will require a server to house the database software.

1. Product must be secure due to customer and employee sensitive information

2. Product should be intuitive with minimal training required for use

3. Product should be accessible from any location

1.5. Business Risks

With the introduction of the new system, more security measures have to be placed on the

network, because without adding more security features in the network the risks increase. Not
 6

only will a database be introduced, but now the database has employee information and users

have to sign in to reserve equipment to insure that only authorized users have access to the

database.

Risk Severity Mitigation

User acceptance LOW Provide quality, informative
documentation to product users
Implementation MID On-site installation and quality testing

Web application might not HIGH Use open-source development

run on all web browsers packages used on most web browsers

Database might may not run HIGH Develop a database compatible with
on client s servers the clients server

Database might be too big HIGH Develop a database with the least
client s servers minimal features

Unauthorized users HIGH Include user validation. Add in user

sign in to the web forms.
2. Vision of the Solution
The new system will increase efficiency of the business processes and procedures by

reducing the time wasted in reserving equipment, and improve the relationship with customers

because projects will be completed on schedule. In addition, less equipment will need to be

purchased to efficiently use all available equipment.

2.1. Vision Statement

Our vision is Magnificent Marketing s new web application system will increase revenue

though increased customer satisfaction. Customer projects will be completed on schedule

because equipment will be reserved in conjunction with schedules. The new application will be

accompanied by an enhanced database management system as well as a secure employee portal.

 7

2.2. Major Features

Major features will include:

 A Web form to reserve equipment

 E-mail confirmation upon reserving equipment

 Web portal for employees to manage reservation data

 Enhanced network for hosting and processing information

 Enhanced database to store equipment and employee data

2.3. Assumptions and Dependencies

• Assumption: The current paper reservation form is the basis of design of the new online

reservations.

o Dependency: When the online reservation system is in place, the paper form will

become a backup option for registration.

• Assumption: The nature of the online application requires client/server architecture,

network hardware and software, server hardware and software, database software, and

development software.

o Dependency: Establishing relations with various software and hardware vendors

will fulfill the hardware and software requirements of the project.

• Assumption: The new system will show the inventory in real-time and show future

returns, which will allow users to make reservations accordingly.

o Dependency: This should increase employee productivity, hence increasing

revenue through customer satisfaction.

 8

• Assumption: Additional training of staff is foreseen for staff to handle new protocols,

hardware, and software. o Dependency: Additional training time allowed for staff.

3. Scope and Limitations

The new system will include an online web reservation form, database to store equipment

and employee data, Web portal, and a secure network. If organization already has a Web site

where employees and customers can view the services and products offered, so this project does

not involve the web development, but will include online form, database, and Web portal.

3.1. Scope of Initial Release

The initial release of the system will include the online reservation form, database to

process and store reservation information, and an employee Web portal. Installation,

configuration, and configuration and support documentation will be included with the initial

release.

3.2. Scope of Subsequent Releases

As the business grows, future releases will include:

• Online viewing of reservation information

• Online viewing of who has what equipment

• E-mail reminders of upcoming reservations

• Online cancelation capability o Allow rescheduling of reservations

3.3. Limitations and Exclusions

With the initial release employees will not be unable to cancel, reschedule or view

reservations information online. To accomplish that, employees must notify the inventory clerk
 9

by phone, e-mail, or walk-in. In addition, employees will have to remember their reservation

schedules and will not be able to see who has what equipment.

4. Business Context
The major customers for this project are all of the employees at Magnificent Marketing, and

the project should satisfy the organization s priorities and stakeholder profiles. The operation

environment must support an audience through the Web portal from inside or outside of the

office building.

4.1. Stakeholder Profiles

Table 4.1

Stakeholder Major Value Attitudes Major Interests Constraints

Inventory Quick access to See product as Easy to use, reliable, Must run on low end
clerks data avenue for better secure workstations
record keeping

Executives Increased See product as Better, more reliable No budget for training
productivity avenue to increase record keeping
in productivity for
employees

Employees Easy access to See product as Fast reservation method Unable to cancel
inventory avenue to increase reservation or see
productivity where or who has
certain equipment
 10

Project Team Build system A good working A system that meets Unable to do On-site
that helps reservation system employees needs installation and
employees set quality testing due
better schedule to geographical
location

4.2. Project Priorities

Table 4.2
Dimension Driver (state Constraint Degree of Freedom (state
objective) (state limits) allowable range)
Schedule Release 1.0 to be available Any unscheduled issue Database should be functional
by 5/21 release 1.1 available could cause delay
by 12/22
Features - Secure online reservation Database size All high priority features must
- Employee portal online be included in release 1.0
- Database
- Intranet
Quality System will reduce time to Reservation will be hard 95% of user acceptance tests
reserve equipment during Web server must pass for release 1.0
downtime
Staff Database developer Maximum team size is Staff knowledge covers 90%
Web Application developer 1 member acting as of requirements need for this
Systems tester developers and testers project.
Cost $8,000.00 New software needed Budget overrun up to 10%
will increase cost acceptable without executive
review

4.3. Operating Environment

This system will be used in a small to medium sized office environment. Users are located in

the same geographical location, but the system will be available from any location. All data is

generated within the company and will be available 24 hours a day, 7 days a week via the

internet. Users can tolerate small interruptions of service, but service should be available the

majority of the time. Access to data will be limited to employees only and should be password

protected.
 11

5. Project Management
As the project begins information will need to be gathered to determine what must be

into the database so that it will function according to the customer s requirements. The database

can be created once a decision has been made as to what data will be input into the database. The

next step will be to determine what additional equipment if any will need to be purchased to

make the checkout system functional. Once equipment is purchased and the database is complete

the checkout system must be checked to find any problems before it is made available to the

customer. After the checkout system is deemed suitable for use the customer can then preview

the checkout system to see if it will meet their needs. Once customer approval is received

training can begin and the checkout system will be installed.

The project management section will highlight deliverable formats and database for the

system as well as the starting equipment. Project management will also include training on using

the check-out system as well as the customer support service. Lastly, project management will

cover the project development schedule.